Front Office Coordinator

About THINK Neurology for KidsAt THINK Neurology for Kids, we care for children with neurological conditions and developmental concerns while supporting the families who love them. Many of our patients arrive feeling anxious, overwhelmed, or unsure of what to expect. Our goal is to provide exceptional clinical care while creating a warm, welcoming experience from the moment a family walks through our doors. We believe excellence matters in every interaction. The Front Office Coordinator plays a critical role in delivering that experience. Position SummaryWe are seeking an energetic, compassionate, and highly organized Front Office Coordinator to serve as the face of our practice. This role goes far beyond checking in patients. The ideal candidate is someone who genuinely enjoys helping people, creates positive experiences for families, remains calm under pressure, and takes pride in making every patient feel welcomed and valued. You will be responsible for ensuring a smooth patient arrival experience, collecting payments confidently and professionally, supporting providers and clinical staff, and helping maintain a positive, service-focused environment throughout the office. We are looking for someone who consistently demonstrates kindness, professionalism, accountability, and a commitment to excellence. What Success Looks LikeA successful Front Office Coordinator: Greets every family warmly and makes them feel welcomed. Creates a positive first impression of the practice. Balances exceptional customer service with attention to detail. Collects co-pays and balances confidently while maintaining excellent patient relationships. Anticipates patient needs before they are expressed. Maintains accuracy when handling demographics, insurance information, and payments. Supports teammates and contributes to a culture of excellence. Thrives in a fast-paced pediatric healthcare environment. Treats every child and family with patience, empathy, and respect. Key ResponsibilitiesPatient Experience & HospitalityServe as the first point of contact for patients and families. Welcome patients with a friendly, professional, and engaging demeanor. Assist families with questions and provide guidance throughout the check-in process. Create a positive and supportive environment for children and caregivers. Monitor the reception area to ensure patients are comfortable and informed. Deliver a "WOW" experience through proactive service and attention to detail. Check-In & RegistrationVerify patient demographics and insurance information. Obtain and scan identification and insurance cards. Ensure required forms, referrals, and registration documents are completed. Review charts and appointments to confirm readiness for the visit. Coordinate patient flow with clinical staff and providers. Financial CollectionsCollect co-pays, deductibles, balances, and other patient payments at check-in. Accurately post payments within the practice management system. Explain balances and payment expectations professionally and respectfully. Maintain accuracy and accountability in all financial transactions. Communication & SchedulingAnswer incoming calls professionally and efficiently. Schedule, reschedule, and confirm appointments. Assist families with questions regarding appointments and office procedures. Communicate effectively with providers, specialists, and administrative team members. Operational SupportMonitor work queues, documents, and incoming communications. Distribute and process paperwork, faxes, and patient documentation. Maintain a clean, organized, and welcoming front office environment. Support practice initiatives and process improvements. Assist with other administrative duties as assigned. Skills We Value MostMore important than healthcare experience, we are looking for individuals who naturally demonstrate: Exceptional Customer ServiceYou enjoy helping people and understand how to make others feel welcomed, heard, and cared for. Positive AttitudeYou bring energy, warmth, and optimism to work every day. Emotional IntelligenceYou can recognize when families are stressed or overwhelmed and respond with empathy and professionalism. ConfidenceYou can discuss balances, request payments, and navigate difficult conversations respectfully and comfortably. ReliabilityYou show up prepared, organized, and ready to contribute. AdaptabilityYou can effectively manage interruptions, changing priorities, and busy clinic schedules. TeamworkYou willingly support coworkers and contribute to a collaborative culture. Attention to DetailYou understand that small details matter when caring for patients and managing healthcare information. Preferred QualificationsHigh school diploma or equivalent Prior customer service, hospitality, healthcare, retail, banking, or medical office experience preferred Experience handling financial transactions and cash collections preferred Familiarity with electronic medical records (eCW experience a plus) Bilingual English/Spanish preferred but not required Our Core ExpectationsAt THINK Neurology for Kids, we hire people who: Lead with kindness. Pursue excellence. Take ownership of their work. Support their teammates. Communicate professionally. Treat every child and family with compassion and respect. Understand that every interaction shapes the patient experience. The right candidate will not simply fill a position. They will help create an environment where children feel comfortable, parents feel supported, and every family knows they are receiving exceptional care.